Administrative / Personal Assistant - 1 Year Contract

Arendt & Medernach is the leading independent business law firm in Luxembourg with over 800 professionals. The firm's international team of more than 450 legal experts represents Luxembourg and foreign clients in all areas of Luxembourg business law from its main office in Luxembourg and representative offices in Frankfurt, Hong Kong, London, New York, and Paris.

Our service to clients is differentiated by the end-to-end specialist advice we offer, covering all legal, regulatory, taxation, and advisory aspects of doing business in Luxembourg.

Our firm advises international and domestic clients in all areas of business law relevant to their business activities, ranging from fund formation, banking, insurance, private equity, and real estate to corporate and tax matters.

Given the ongoing development of our firm, we are currently recruiting:

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Your role:

• Scheduling meetings, setting up conference calls across multiple times zones, organising internal and external meetings, venue organisation and preparation of required documents; Taking meeting notes if applicable;
• Assisting with and coordinating all administrative tasks related to client portfolios. Maintaining and monitoring the entire life cycle of client files from opening to closing in scope of the value chain;
• Managing both internal and external communication (e-mails /phone calls) related to the client portfolios;
• Daily record keeping with electronic and hard copies and filing of documents in accordance with the applicable conventions;
• Ensuring that the allocated portfolios are in compliance with the firm's rules and standards, liaise on a regular basis with the KYC, risk team for example;
• Updating our CRM database precisely on a regular basis;
• Handling of basic correspondence between lawyers, bailiffs, courts and experts;
• Ensuring that the files parameters and data in the billing system are correct, up-to-date and in line with the client's instructions and billing specificities;
• Filing of documents in compliance with the applicable conventions in the dedicated software, inter alia filing with public authorities.

Your profile:

• You are fluent in English and either written and spoken German or French (native speaker level);
• You have a degree in Office Management or International Administrative Management (ESA) or Euro Management Assistant or equivalent;
• You have excellent time management skills, ability to multi-task and prioritise work;
• You ideally have a first professional experience as an assistant in an international environment, ideally in the legal, advisory or financial sector;
• You are highly proficient in MS Office;
• You have a service-oriented mind-set with the necessary eye for detail and problem solving skills;
• You are able to work autonomously and as a team player;
• You are able to handle confidential information with discretion.

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Within Arendt, we uphold high standards. Our professionals work with clients on engaging projects, empowered from the start. With a strong local presence in Luxembourg and international reach, we support and train our team members to thrive in a culture of excellence. Specialised teams ensure the right skills are available, allowing for a focus on added value. Our leaders are approachable, providing support and mentoring.

We offer a vibrant social life with numerous events, embracing sports and art, our culture encourages openness and discovery beyond the professional realm. With over 50 nationalities represented, Arendt is committed to the well-being of its staff, serving the best interests of its clients, protecting the environment, and supporting education.

Arendt promotes equal opportunities and value each employee for what they bring to the community. For more information, please refer to our diversity and inclusion policy on our website.

Interested?

If you are interested in this job opportunity, we are looking forward to receiving your application.
All applications will be treated confidentially.

Please be aware that the selected candidate will be required to provide a criminal record (or certificate of good conduct).

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